Annual Report
Covering the Period 15 April 1973 through 31 December 1973
EXPERIMENTAL DEVELOPMENT OF A SMALL COMPUTER-AUGMENTED INFORMATION SYSTEM
By: JEANNE B. NORTH, Research Analyst Augmentation Research Center
Prepared for:
INFORMATION SYSTEMS BRANCH OFFICE OF NAVAL RESEARCH DEPARTMENT OF THE NAVY ARLINGTON, VIRGINIA 22217 Attention: MR. M. DENICOFF
CONTRACT N00014-70-C-0302
STANFORD RESEARCH INSTITUTE
SRI-ARC 21453
Annual Report
Covering the Period 15 April 1973 through 31 December 1973
EXPERIMENTAL DEVELOPMENT OF A SMALL COMPUTER-AUGMENTED INFORMATION SYSTEM
By: JEANNE B. NORTH, Research Analyst Augmentation Research Center
Prepared for:
INFORMATION SYSTEMS BRANCH OFFICE OF NAVAL RESEARCH DEPARTMENT OF THE NAVY ARLINGTON, VIRGINIA 22217 Attention: MR. M. DENICOFF
CONTRACT N00014-70-C-0302
SR I Project 8622
Approved by:
D. C. ENGELBART, Director Augmentation Research Center
BONNAR COX, Executive Director
Information Science and Engineering Division
December ·1973 SRI-ARC 21453
E X P E F 1 ,.,1 F: N TAL n E: V FLO P [.1r NT (') f A 3HI-ARC 31 DEC 73 21453 Sr"'ALL C i:H~PU 'T t. R-A llGlvlr.,l'-TE DIN FOPf.'IAT ION S 1 STEM Annual Heport to ONR
Ahstract
A system of information-handlln~ for use 1n an IJtfice or by a Community of knowledge-workers, uSing computer-based toolS, is under ~esiqn at the AUgmentation Research Center. Support tram ONR dUrinq the period Aprll 15 to December 31, 1973, was directed toward stUdy of the toolS as
currently used at AkC and on tne AHPA Network, to determine their fedsibility for early transfer to another Office, and to produce
proce~ural tools to facilitate use of tne system in an Office.
The components of the information-handling sYstem that were examinpd were: the Online Journal System, the Ident System,· Us~r Proqrams, Personal Files, and Retrieval Provisions.
Procedures were designed for capturinq, storinq and retrievinq research information in an Office, and a manual was written oiving procedures for computer-based operations and contrastina them with procedures for
non-computer-based oper~tlons for the same activities.
other procedural tools were desiqned ~nd are included in the report: a design for an online correspondence loq syste~, a scenario tor rrorlucinq SUbject bibliographies, and a scenario for usinq the ~etwork Journal.
EXPE~lMENTAL D~VELOPMfNT Of A SRI-ARC 31 DEC 73
S f~ ALL C UN PI J T f. H - A l! G t·i ~-N T t: () 1 N f (J K f'ii A T I 0 i\J S Y S T F ;VI Annual Report to {j(\)H
CUi~ TF!J T S
Abstract
INTH(lDUCTIUN
SUMMAFY Uf RINS ACTIVITY
CAPTU~ING, STORING, AND R~TkIEVING R~SEARCrt INfnR~ATION
Journol System Ident System User Programs Personal F'iles
Retrieval Provisions
APPE;NDICES
Spction 1
Section 2
section 3
Section 4
4a
4b
4c 40
4e
A. Procedur~s f~r Capturing, Storing and Retrlevinq Research Information
B. Design tor a Correspondence Loq System
C. Scenario tor producino SUbject Biblioqr~phies
D. Scenario for Using the Net~ork Journal
, EXPf~RI~Jt:NTAL D~~Vf:LJJFHENT Of' A SRI-ARC 31 DEC 73 21453 ,SMALL COMPUTER-AUGM~NTED INFORMATIUN SYST~M Annual Report to UNR
INTRODUCTION
A small computer-augmented system is beinq developed 1n the
Auqmentation Research Center at SRI, based on online, timesharinq components, to provide research workers with a means for handlinG information. The set of techniques developed for this use has heen
termed the Research Information System (RINS). la The computer-based tools on which the Research Information System is built are being developed at the Augmentation Research Center (ARC) of Stanford Research Institute in a lonq-ranqe program supported by several sponSors. With this mUltiple support, ARC has developed
hardware and software by which information in text form can be inpdt, edited, analyzed, recorded, disseminated, and retrieved by
individuals and groups workinq in geooraphieally-distrlhuted
situations. tb
Support from UNR is directed toward study of means of 1ncorporatinQ the tools into the handling of res~areh information by knowledge workers, in the Knowlerlge Workshop concept (14724,), pursuing their work as. a Group and as members of information-handling Communities.
Through study of t~e needs of knowledge worKers and of the extent to which the experimental tools meet these needs, the further
development dt these tools Is given direction. 1e This report documents some of the study carried on to examine the use of these tools In the Workshop environment at ARC, where these tools are uSed in the Group and in a Network Community, and to examine tne SUitability of these tools for transfer to other Uffices WhiCh
function as Workshops. The examination tends to search out the weaknesses and the features that may need improvement, to
counterbalance the oeneral enthusiasm for the unquestioned potential of these tools wittl d hard look at problems which the user faces at
the prP.sent stnoe of development. Id
EXPERIME~TAL DEVELOPM~NT Of A SRI-AHC 31 DEC 73 21453 SMALL COMPUTER-AUGMENTFD TNFORMATION SYST~M Annual Report to UNR
SUMMARY 8F RINS ACTIVITY
During the current period, April 15 to December 31, 1973, various analyses and module desiqns were completed. fhp SUbjects chosen were selected for their apparent relevance at this point in the onqoinq
2
development of a Research Inform~tion system. 2a The main objectives of the project work remained the same as thbse
stated at the outset of the project: 2b
(1) Develop an operatio~al information svste~ specifically to support the nee~s of a computer-systems research and ~evelopment
COrrtmUnlty.
(2) Provide as much computer auqmentation as possible to all phases of the operation of such a system -- with a practical orientation toward learninQhow users will get maximum cost
eftectiveness in these research-information functions within the systems development environment of several ye~rs hence.
(3) Stimulate the building of technical intormation data bases of intrinsic value to the systems develop~ent community, hy le~dlnq
other people into cooperative use of these ONR-supported tools and services, with the ultimate objective of havinq the other people
pay part of the costs ann. share the data bases they develop with a
2bl
2b2
larger com~unity. 2b3
DUring the contract period, development of the ARC lJtility raised the possibility of an imminent introduction of the tools to an outside group (See footnote), an "Office" in the Knowledqe Workshop concept
(14724,). To acc~lerate preparation for such an introduction, emphasis of the UNH worK was placed on study of the RINS tOOls as currently used and of means tor transfer of ores~nt tpchnology to such an Office. Plans for transter resulted in a proposal for 1974 work SUbmitted to ONR 1n November (19938,). F~mphasis of work dUrinq
the period changed somewnat from design tor an indefinite future to study of the suitability of present tools tor an early transfer,
particularly of aspects .wnich could be improved to make transfer most satisfactory. The choice of aspects to be stu1ied and the
conclusions drawn are the author'S and are not to be considered as representing ARC or ARPANET consensus.
[Since this report was prepared, Offices 1n the f~llowinq have hecome users of the Utility: Naval Ship Research and Development Center, Rome Air DeveloP~ent Center, ARPA, Ballistics Research LabS, Bell Canada, HUdsori Instltute, MIl Seismic program, and Educational
2c
Testing Services.] 2d
EXPERI~'ENTAL DEVr:LUP~lr.Nr Of' A
S~ALL cnMPUTFH-AUG~ENTED INFORMATION SYST~M
SRI-ARC 31 OEC 73 21453 Annual Peport to UNR
Two approaches were taken to the design of an information system to
be implemented 1n the near future for an Office of knowledqe workers. 2e 1. A dUal system WaS designed for handling research information:
it included a desiQn tor handling information In a
non-computer-based mode, and a d~s1qn based on computer use where feasible. This report contains a juxtaposition of the steps in the two mOdes, with some comments on the results and on thP merits
of each. 2el
II. A series Of crltiQues were made of ARC co~puter-based tools
as currently used by ARC and by the ARPA Network Community. 2e2 The design builds on the April 1973 examination of the various
information-handling needs of a group of knowledqe workers (16737,) that appeared in thp previous reoort on this project (16508,). Th~
dual system was designed In the form ot a set of pol1cies and procedures coverinq many of the information-handlina activities
presumed to be essential to an Office. The activities covered were: 2f Information Contained In £xternal Publications
Information Generated by the Individual in His t~ 0 r)(
Intormati.on Generated by Ulaloglle in the Qffic~
Information Isslleri in Formal Office Reports Information Communicated bY Correspondence Information Communicated by Phone
Information Gathered from ViSits and Visitors
Information COllected hy the IndiVidual for Personal USe
The other phase of the project work was ~ series of critiques of tools useful to RINS as they have been experimentallY implemented in the ARC environment. The onqoing evolutionary nature of the tools makes any assessment of their successes and drawhacKs a reflection of a temporary state. However, assuming the possibility of an imminent export of these tools, it seemed there would be value in examining their recent use tor any implications this use would have for further
development. 2q
The·RINS design considerations stUdy referred to above (16737,)
looked at tMe handling of research information as a conceptual system whose components are collection, capture, processinq for
EXPERIME~TAL DEVELOPMENT OF
A
SRI-ARC 31 DEC 73 21453 SMALL COMPUTER-AUGM~NTED INFORMATION SYST~M Annual Report to UNRdissemination, means of dissemlnatton, processinq tor retrieval, and means Of retrieval. The efforts reported here View information
handling trom a diff~re~t perspective. Various tools used for one or a combination of the conceptual components are placed In primary
tocus, and experience with them is reported. Then for each tool ~
set of conclusions is derived as to the ~ays in which and deqrep. to which it meets the needs it was designed to ~eet, and suqaestions for
improvement are made where applicaole. 2h
The computer-based tools which are examined are: 2i The Journal System
The ldent System User Proqrams Personal Files
Petrleval provisions
Each of t~ese tools Is the subject of ~ separate section in this
report. 2j
One area of information handling h~d not been addressed before, the handling of correspondence. A desiqn tor handlinq correspondence in
the Office is included as Appendix B. 2k
A scenario was prepared for constructinq bibliograPhies, as an
alternative to making annctated cataloqs of citations for documents, and this scenario (17884,) is included as Appendix C. 21 A scenario was prepared to aid the user in use of the Network
Journal, and this scenario (22383,) 1s included as Appendix D. 2m It 1s important to note that the tools examined represent the
then-current state of parts of a whole Knowledge workshop system that 1s under constant evolution. The comparisons that are made,
advantages and disadvantages that Rre brouqht out, and the
conclusions reached, are important contributions to an emergent
discipline, the design and analysis of augmented Knowledge WorKshops:
but many of the specific points wi-ll soon be Obsolete as evaluative measures. New assessments will need to be made as the tools and
system evolve. 2n
EXPERIMfo:N TAL DE: VELClPI\tlENT OF A SRI-ARC 31 DEC 73 21453
SMALL CO~1 PUTER -AUf;,.., EN Tf.D I NfORHAT I UN S Y STP:M Annual Report to ONR
It should also be noteri that no methodology had been developed fer studYing these kinds Of systems. The analYSeS made here are
numerically accurate, and the data are representative of the periods studied, but the ~election of aspects to be studied was based on intuition rather than scientifically established principles. There is a clear neerl for rese~rch in the means by which use of
computer-augmented co~munication tools should be studied, and for continuing analyses hased on this research. A prime consideration should be the dynamic nature of the ohenomena beinq studied: the evolution of the tools, and the concurrent changes in user beh~vior.
20
BACKGROUND DOCUMENTS 2p
Engelhart, Douglas
e.,
Richard W. Watson and James C. Norton. The Augmented ~nowledqp WorkShop. Presented at National ComputerConference, New York, June 1973. Stanford Rese~rch Institute.
Augmentation Hesearch Center. ARC Journal 14724. 1 March 1973.
19P •.
~nqelbart, Douqlas C. Coordinated Information Services for a DiSciPline- or MiSSion-Oriented Community. Presented at Second Annual ComPuter CommUnications Conference in San Jose, California, January 24, 197 3. stanford Research Institute. Augmentation
~esearch Center. ARC Journal 12445. 12 December 1~73. 7P.
A knowledge ~orkshOp for the Navy: An Experi~ent 1n Technoloqy TranSfer. proPos~l tor Research SRI ISU 73-175. Part 1 -
Technical Proposal. Stanford Research Institute. AUqmentation Research Center. ARC Journal 19938. 28 November 197j. 19P.
North, Jeanne B. ~xperimental Uev~lopment of a Small
Computer-Auamented Information System. Annual Report, Contract N00014-70-C-0302, April 1973. Stanford Research Institute.
Auamentation Research Center. ARC Journal 1650A. April 1973.
North, Jeanne H. A Status Report on RINS Design Considerations.
stanford Research Institute. Augmentation Research Center. ARC Journal 16737. Apr!l 1973. (InclUded as Appendix A
In
16508.)EXPERIMENTAL DEVELOPMENT OF A
SMALL CO~1PUTER-AUGMENTf!;D 1 Nfi'ORMAT IClrJ SYSTEM
USE R G U I iH~, S
ARC Primer. Stanford ResearCh Institute.
Center. 3 ,..}nnuary 1974. lOP.
SRI-ARC 31 DEC 73 21453 Annual Report to UNH
Auqmentation Research SRI-ARC I Oftlce-l TENEX Users' Guide. Stanford Research
Institute. Augmentat10n R~search Center. 22 Marcn 1974, 39p.
TNLS Us~rs' Guide. Stanford Research Institute. Augmentation Researcn Center. ARC Journal 19200. 27 November 1973.
DEX Primer. St~ntord Research Institute. Augmentation Research Center. No date. (Online document, continuously revised.)
DNL,S Users' Guide. stanford Hesearch Institute. Auqrnenti:ition Research Center. ARC Journal 20400. 4 December 1973.
Journal Users' GUide. Stanford Research Institute. Auqmentation Research Center. No date. (Online document, continUously revised.)
Nor~h, Jeanne B. Scenario for Using the Network Journal, stanford Research Institute. Augmentation Research Center. ARC Journal 22383. 27 M~rch 1974. (Included as Apppndix n In thiS report.) hetwork Journal SubmiSSion ~nd Delivery.
Institute. Auqmentation Research Center.
lJ u 1 y 1 91 3. 8 P •
Stanford Research
ARC Journal 17771. 13 User Proqra~s. stanford ResearCh Institute. Auq~entation Research Center. No date. (Online document, continuously revised.)
L10 Proqramming Guide. Section 7. Content Analysis and Sequence Generator Proqrams. p.69-13. Sectinn 8. Invocation of User
Filters and Proqrams. p.75-U7, Stanford Research Institute.
AUqmentation Research Center. APe Journal 9246. 4 April 19~2.
North, Jeanne b. Scenario tor Produc1nq SUbject Hi~liograph1es.
Stanfora kesearch Institute. Auqmentat10n Research Center. ARC Journal 17884. 17 July 1973. 6D. (Included as Appendix C in this report.)
North, J. B. CodeS Used In the Master Catalog. Stanford ResearCh Institute. AUgmentation Researcn Center. ARC Journal 10937.
July 1912. 3p.
output Processor Users' Guld~.
Augmentation Research Center.
97P.
Stanford Research Institute.
ARC JOl1rn~1 12209. 23 August 1973.
EXPERIM~NTAL UEVlLOPMfNT Of A SRI-ARC 31 DEC 73 21453
SMAIJL CO~iPUTE~R-AUGMr.~NTF.[) INf"URMATION SY.STE:~~ Anntlal Report to n~R
CAPTURING, STO~ING, AND RFTRI~VING R~SEARCH INFORMATION
INTRODUCTION 3a
The prOduct ot the knowl~dqe worker is more knowledqe, anrl the aim of the workshop 1s to maximize the Quality and quantity Of the product. In manufacturing operations tor m"st products it is possible to achieve efficiency of production by measuring input and output of materials and assurin1 that w~5te i5 kept to a minimum. In the production of knowledge, the principal raw material 1s information. Measurement of the raw mat~ridl is inexact and the means of moving and processing it are loose, and
it can be assumed that much Is wasted. 3al
To increase th~ amount and availability of information to be used in the production process, methods must be devised to capture it and to contain it where it can be drawn upon. Sources must be recognized and tapped, and the material acquired must be stored
for timely and easy retrieval. 3a2
ThiS section 11scusses the means tor capturing, contalnlna and retrieVing the raw material of knOWledge from several sources.
The sources are: 3a3
Information Contained In External PUblications
Information Generated by the Individual In His Work Information Generated by Dialogue in tne Office Information ISSUed in Formal Office Reports Information Communicated by Correspondence Information Communicated by Phone
Information Gathered fro~ Visits and Visitors
Information Collected by the In~lvidual for Personal Use For each toplc of ttlis report, a set of proc~dllres for handlino this information without the computer was designed and then a set of procedures ty which augmenting tools could be used to handle it was outlined, the outline belnq structured to allow a comoarison
of the two. 3a4
Comparison was made en the oasis ot processes to be carried out, and on the rl1tferences 1n results to be expected under the best procedures now ev1dent. For the computerbased operations, the processes were annotate~ with references ~nd links to instruction manuals and other baCkground material, so that the process
description could serve as a procedure manual. This procedure
ma~ual appears as Appendix A ot this report. 3aS One important fact should be emphasized here. New tools not only make it possible to perf~rm old taSKS ~ore efficiently, but as the
EX PER I M t: N T.A 1. D f!. V E l~ 0 P tit E: N T 0 F A SRI-ARC 31 DEC 73 2145]
5 MAL Leu M PUT E: R - AUG M ~; NT r... DIN ~. O.R r>1 A T 1 (J N S Y S T~: M Annual Report to ONR
CAPTURING, SlUPING, ANDRETRl~VlNG RESEARCH INFORMATION
user gains experience, new uses and new methods are perceived, and
the toolS affect the nature of the taSkS themselves. 3a6 The availability of online text-handllnQ and t~xt-communicatlon
tools has opened new possibilities in the ways the worker can use information. It is possible to foresee onlY a portion of the evolution which will take place tn the handlinq of research information as new tools become familiar to the users, In the procedures described here it will be evident that some proc~sses
have already changed 1n nature so that co~parlson of old and n~w
methods is difficult. Some old adVantages or products may be lost temporarily In the chanoes which orinq new advantaaes or oroducts.
This fact is not an arQument for continuing old methods, but such losses should be noted so that they can be compensated for as the new systems ~volve. On the other hand, the advantaoes of new
tools are not as evid~nt as the losses,' because only as the worker gains eXperience with the whol~ of a new system, can he perceive its further p~tential and improve the tools to realize their full power.
SOUPCE:S
Information Contained In ~xternal Publications
The diftlcultl~s encountered in the receipt, announcement, circulation, indeXing, and recovery of Dooks, perlodlc~ls and reports wn1ch are of interest to an Office ar~ too well-known to need reiteration. Even a small Office whictl lacks a formal librarY finds that control of such materials is necessary and Is hard to accompliSh.
In Appendix A, detailed procedures for setting up workable controls are desianed, for both manual and machine systens.
Comparison of the steps in each shows that the use of
computer-based tools for handling this information Changes the actual work perfor~ed, but often substitutes one tim"e-consuminq task for another. The degree of importance of such information to an Office will be a guide as to the amount of effort and the type of task which will fill its needs,
Information Generated by the Individual in His Work
WorKers vary in their capaCity for recording and transmitting the results of work in progress, Some are facilitated in their thinking by the process of formul~tlnq their thoughts for a record. Others feel diverted from productive activity when they must document their results. Some are publjcation-minded and publish and distribute even informal documents of their
3a7 3b 3bl
3b2
EXPERIMENTAL DFVELOp~~NT Uf A
Sf"1ALl. CO~'iPUTE:J~ .. A UG~~EN T~:D IN fOklVlAT I ON SYST&:M
SRI.ARC 31 DEC 73 21453 Annual Report to UNR CAPTURING, STURING, AND R~TRIEVING RFSEARCtJ INFORMAtIUN
work. Others, while not secretive, will not think to ao so in the absencP of a formal policy or v~hicle to accomPlish thiS.
Tools which maxi~ize tne return from etfort, by reducing the labor of transcr1bina and of editing, by creatina a clean
record to file, by making dissemination a normal procedure, or
by provldloq a filing system wnich aids in retrieval, will tend to improve the quality and quantity of the recor~ ot individual contributions to knowledqe.
Information Generated by Dialogue in the Office
The total effort of groups or teams is facilitated by awareness of their colleagues' advances, and hy building on each others' ideas. In an Office much such infor~ation 1~ transmitted
orally,
Somt1mes a fert1le SUbject is pursuerl tor a time and then pushed aside by more immediate goals, when the SUbject Comes up again, a laroe amount of rethinkinq occurs which could oe bypassed by a record of previous discussions. Capture,
dissemination and retrieval of the cooperative thlnkina 1n an Office are desirable, both to stimulate current efforts end to eliminate redundant work, Application ot computer-based tools to auqment such communication appears to allow dialogue to be
carried on in a mediu~ Which simultaneously transmIts, records,
and provides for retrieval.
Information Issued In formal Office Reports
ReqUirements tor formal reports vary in different Uffices, and where reDorting is done infrequentlY, the substance of each report may be In everyone's mind tor a year or two at least.
However, in many Uffices it Is the practice to issue reports each month, or on the completion of a short Investig~tlon or project, and the contents of these is less wpll remembered, as occurs after a period of time for ev~n a small report output.
The preparation ot formal reports to sponsors or customers or colleagues requires publication effort as well as the
consumption of a considerable a~ount of creative effort by the Workers. These efforts often seem to be diversions from the princ1pal thrust of Office project~, Means of shortenina the time and effort necessary by tools that aId the worker in the creation of the text, and means of auqmenting the pUblication and distribution of the intellectual product are to be sought.
3b3
3b4
E XPF:PIME;NTAIJ Df.:VI!.LOP~\r.:NT OF' A SRI.APe 31 DEC 73 21 45.~
SMA L L C () M PUT E R • AUG M t; N l' E~ D I ~I F' 0 R MAT J n N S Y S T E~ M Annual Report to ONk CAPTURING, STORING, AND RETRIEVING RESEARCH I~fORMATlnN
Information Communicated by Correspondence
Correspondence provides a fruittul source for information which is pertinent 1n sUbject and timely 1n content. The deqree to which the work of ~n Office 1s inteqraterl with the work of other Offices or Communities and the nature of ths inteQratlon affect the relative importance of correspondence as an
information source and determine the appropriate efforts to he made for its control by indexing, storage enn retrieval.
Conventl~nallY, correspondence files are kept tn chronoloaical order either according to the sender's name, wnen a continuing dialogue is carried on, or qrouped hY sUbject of the
corresponrlence when letters in relation to a particular topic are received from numerous sources. Anpendlx B deals ~t lenqth with pOints to be considered in controllinq correspondence.
The altprnative procedures for offline and online
correspondence systems are set forth in the Manual 1n Appenrtix A.
Information Communicated bY Phone
Phone communication olays a large part in interoftice
i~formation transfer but provision Is seldom made for its recording. Conversation t~nd5 to be informal, redUndant, and even inconsequential. Wher~ records ar~ kept, these may be in the form of a chronological log, sometimes with notes on the topics aealt with ahd the recorder's impressions of any points made or agreements reached. When appropriate, correspondence about aqreements may be qenerated.
The arowlng trend toward audln recording of phone calls may be
actin~ to decrease the intimacy in wh~t has been a characteristicallY direct means of interpersonal and interoffice communication. Phone communication may be
increasingly inhibited by the knowledge ttlat a record may be beinq creatPd~ ~ven ~ore inhibiting would seem to be the possibility that the record can be manipulated to distort the intention of a communicator. rhe particular need 1n capturing the information from phone contacts is th~ capability for
verification of the record. It seems ~esirable that the
interactive nature of the communication itself be accompanied by the capability tor creation of a real-time interactive
record Which can be priVate and also permanent. The concurrent use of phone and Shared online terminal facilities by which a record can be created, agreed upon, recorded and protected offers an attractive potential.
3b5
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EXPERIM~NTAL D~V~LnpMENT Of A SRI-ARC 31 DEC 73 21453
SM ALIJ C UNPUTf.:H -AUGMEN TE;D 11~ f~O RM AT ION S Y S TI£M Annual Report to ONR
CAPTURING, STU~ING, AND RETHI~VING HESEAHCH INFORMATION
InformAtion Gathered from Visits anrl Visitors
The purpose of personal vists between Offices is usually to gather or dissemin~te information about the activities of either Uftice for the benefit of the other. To m~et this purpose it 15 important that the infor~ation transferred he
mad~ available to other people in the respective Offices.
Sometimes a meetlnq is held for formal verbal transfer. Jt Is common practice to prepare a trip report or visitor memo to record information transferred. These may be long cir bri~f,
and are often regarded as a formality, rather than as an information transter tool. Trip reports particularly may suffer trom delay in preparation. In general, the process of transfer of such information and the deposit of it are likely to be haphazard.
A practice of cre~t1ng immediate, online records, whiCh can be diSCUssed with the Visitor or Office Visited, dnd disseminated
~lscriminately but immediately, with the provision for
retrieval by online search, offers possibilities which can be explored.
Information Collected bY the IndividUal for Personal USe
Such information will be received from the sa~e sources as those discussed in the precedina cateqories. The distinction is in the use intended. These flIes are those which an
individual creates without considerations ~bout communlcatior to others. They may contain such items as appointment notes, random thoughts, links to documents he intends to read, ann actions he intends to take. When these tiles are created 1n a computer-augmented system, the whol~ may resemble a combination of the user~s desk file drawer, bulletin board and calendar pad. An important difference 1s that at present the system CRn
store onlY text, and only text which has been key input, so that such fIles are likely to oe less comprehensive than
offline files and to consist largely of leads to oth~r files, many of which may be accessible directly through online links.
The potential of computer-augmented personal files has only begun to be explored, and by only a few Individuals. However,
it Is a prime use for which the system was envisioned.
Individual thinking patterns and proclivities, and the freedom from proto~ol requirements, will make this one of the most creatiVe us~s of the system.
3b7
3b8
EX P E hIM E ~·l TAL U EVE J J
a
PM E N T 0 F A SRI-ARC 31 DEC 73 21453SMALl. COMPUTI::R.AUGMt~NTED INFORMATION SYSTEM Annual Report to ONR
CAPTUHIN(1, STUE'ING, AND RF:TPJF.:VING PESEAJ<CH INFOfn~1A,TION
CON C II U S ION S
General
These conclusions are drawn from qeneral information-handling experience, that of the author and that ot others as reported in the extensive literature available, and from the results of using tne procedures as developed In the Manual. (Appendix Al.
The Manual is placed In an Appendix for convenience, but a
car~ful readlnq of toe alternatlv~ procedures 1s important to an understanding ot the author's conclusions t"I~re.
Use of computer-based tools for capturinq, storing and
retrievina research information has evident advantages for a Worker who is accustomed to receivinq and sendln~ information online and wishes to tie as many of his tasks into his o~llne
mode as possible.
There is no assurance that any saving in total effort involved in information capture, storage and retripval in one Office will result from use of computer-based tools to handle
information gathered by the Knowledge ~orker. Thpre are
tradeoffs in human' and macnine pffort, and when the system as designed does not work optimally, as w~en ~ach1np speed or capacity is less than planned, or machine features require new and unanticipated effort, total effort m~y be increase1 or result impaired. Use of the m~chine me~ns depe~dence on the machine also.
It can be preSumed that if other Offices can USe the products (data bases) produced by an Office, that savings 1n effort will result. The extent of re-use of machine-disseminated and
machine-stored dialogue needs to be studied, before cost-oenefits can be established.
Because the possession of new tools chanqes the nature of the tasks to which they are applic~ble, it is important to look tor benefits derived from performance of tasks in new ways, and from new tasks 'hich were not attempted heretofore because tools were not adequate.
A communication system has henetlts tor inter-Office
commun1cation which are not evidenced in a local situation.
AnalogouslY; a telephone system lnstallert tor d sinqle ()ffice miqht not improve communication in th~t Uffice, but may
faci11tate communication with other Oftices.
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EXPERIMENTAL DEVELOPMENT OF A SRI-ARC 31 DEC 73 21453
SMALL COMPUTER-AUGM~NTED INFOR~ATION SYSTEM Annual Report to ONR
CAPTURING, ST(JRING, A~D RETRIEVING RESEARCH INFORMATION
Increased communication traffic may accompany use ot
computer-baserl toolS, but before defining the increase in traffic as an equivalent increase in communication and before ascribinq the increase to the use of particular tools, the full communication framework In the Uffice would need to be
examined.
Increased communication traffic may have a large noise
component, 8"d may not represent a tru~ gain in communIcated information. The processes of computer-based information transfer need to be studied under controlled conditions and compared with the results achieved by use of face-to-face dialogue tor ephemeral messages, and of typewriters and
photocopiers and hardcoPY tiles for distribution and retrieval of substantive material.
Many of the 11mitlnq factors in llsefulness of qathered information are machine-independent, and result trom the application of semantic and biblloaraphlc efforts not yet demonstrably improved by machines.
Information Gathered fro~ External Publications
NO adVantage 1s seen for a smAll Office to put online its
records ot the acqUisition or SUbSeqUent storaqe or cirCUlation of external documents. The small number of records, the
storage and access provisions necessary, and the laCk of any secondary use of these records pose no need tor cnline records, and th~ offline procedures are clearly easlpr.
Online Citations to ext~rnal documents are advantageous for
remot~ retrieval if continual updat1nQ 1s practiced: to keep offline records as current as it is possible to maintain online records would be eXCeedingly costly In effort and materials.
The d~ciding factor in value of online catalogs is the extent of use of these citations by remote Offices. The online
catalog of the NIC (ARPA Network Informatinn Center) never
developed to a state where its format, content or currency made it very useful. A time, cost, and use study could be made to establish the value of an online catalog 1" an Office. for the NIC, an ad hoc, intuitive decision was that it was not an
i~portant use of resources.
The national. efforts now under way to provide l~proved public access to large federal bibliographic data bases m~y eventually maKP it possible tor· any Office to copy prepared citations from these bases and would then eliminate some of both offline and online work In the utfice as described here. A new area of
3c2
EXPEHI ~1E:NTAL DE.;VEIJOPM~.NT OF.' A SRI-ARC 31 DEC 73 21453
5 MAL L CO fti' P tJ T £ H - AUG ~i r.; NT ED I N fOR MAT I (] N S Y S T ~: M Annual Report to ONR CAPTURING, STORING, AND RETRI~VING RESEARCH INFORMATION
work in retrlevinq and maniPUlatinq the citations wou!rl develop.
Information Generated by the Individual in His work
for the Indlvidu~l whO has a terminal readily availabl~, the recordinq of his thinking on a subject or problem may oe
facilitated by input of his thoughts In a ftle he can ~ccess,
modify, build nn, and print out clearly with or without the aid of a secretary.
It has been observed that an individual's thinKinq proc~ss is often stImulated when he is shown the clean text being produced and experiences the ease with which it can be moditied.
The Worker can have a file archived when his present use of it is ended or suspended, and by keeping an online description of such files, can have one retrieved fro~ arctlive if or when he wants it back.
Upon completion of an analYSiS or stUdY, the Worker can SUbmit his file to the Journal, which serves not orlY to annOUnce his efforts to his co-Workers, but to document his contrlblltion.
In many Offices, no offline means of capturinq this work is prOVided, althou~h it could be.
Information Generat~d by Dialoque In the Office
Having cre~ted an orline draft, the In1ividual can send a message to a co-Worker telling the location of the file and asklnq for comments. By making a copy of the tile, the
co-Worker can insert comments, additions, or corrections, and let the author knoW Where the copy is, to read or recopy. ThiS can occur offline, ot course, but the practice of this activity may be encouraged by the online Journal.
The practice of creati~g and distributin~ opinions, and
requests tor opinions, on a topic ~t interest is encouraae~ bY
the online Journal. Any matter of Office interest has been found to be discussed 1n Journal dialogue, to an extent Which Is unlikely hy any other written means.
From the Journal it is POSSible to reconstruct thP tnlnk1ng
t~at went on While an issue was belnq reSolved or a desiqn deciSion made.
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EXPt.:RIMF~NTAL DEVE:IJUPlvIE;NT OF A SNI-ARC 31 DEC 73 21453 SMALL COM PUTE H-A lJG~~EN l't.:D 1 NFOH~1A T I ON SYSTEM Annual Report to UNR CAP T URI N G , S T £) FIN G, AND fH~ T R 1 E V I N G RES F: A ~ CHI N F' (HH4 A T JON
Information Issued in formal Uffice Reports
Online input provides speed and flexib1lity in preparation of reports which are not possible with simple pencil and
typewriter methods. It nas an advantage even over maq tape typing in quicKer feedback. Whether the deferred input method desiged at ARC, called DEX, has advantages over all mag tape systems is not Known.
The convenience with which major changes Cdn be made in text and format 15 an aid in producing consistent, attractive report products. Use of COM (Computer Output Microfilm) for final output to print-ready film allows a great variety in typeface and format. One balancing factor at tne present time is the experience needed to produce an acceptahle product in COM: an inexperienced user can spend a great deal of time and money experimenting before the result 1s satisfactory. It can be assumed that any Office using co~ will need at least one
consultant knowledqeable 1n typographic design and proficient in usp of the outout devices.
Information Communicated by Correspondence
In an onlinp environment, in which the recipient is reading his mail online, it is clearly an advantaqe for him to b~ able to make notes in the 5ame mertlum. The use of Citation numbers and
links end~les hl~ to connect his notes with the oriqinals, and to send an ori?inal, his notes, or an answer immediately to others online.
A carefully worked out system 15 required to duplicate the record-kppplng capability of offline oriqlnals, on which notes can be made, and copies filed in as many contexts as desired.
Intormation Communicated by Phone
USlnQ a headPhone, the listener can make online notes ~ur1nq
the conversation as easilY as he coUld ~rlte them, and they are in a reusahle form. If the other party is also online, by
llnkinq terminals the listener can show the nntes to the other party tor mut~al agreement.
As a habit, the taking of notes as phone conversations occur would tend to result in more records, and more accurate
recording.
An onlin~ loq, standardizing online recordS, presents the Same challenge in desiqn as a corresPonence log.
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E XPERI Mr':f\J TAL Dt', ve;LOP~1 E:N T OF" A
SMALL CO~, PUTI!;B .. A UGMEN T~~D 11~~'URMAT ION S Y STFM
SRI-ARC 31 DEC 13 21453
Annual Report to UNH
CAPTURING, STURING, ANU RfTRIEVING RES~ARCH INFOR~ATIUN
Information Gath~red from ViSits and Visitors
Making notes online has the great advant~q~ of qettinq instant verification ot notes, if the visitor can see the terminal. It can facl11tat~ the personal dialOgUe: it the visitor fincts that a pOint is not noted, he can give more information to fill out the topic.
Taping a Visit will make a more complete, and possiblY less intrusive, record and can be used in conjunction with online note-taking when the topics are complex anrl detailed. Tapes can be transcribed and input ~s cart of the document, or as separate linked documents. This is a fairly expensive process.
The online record of tne visit need not be made durinq the
visitor~s stay, and c~n be made online by the nerson visited, or m~y he ~ictated and transcribed online or In DEX later.
The online loa, which 15 i~dependent of the method of inPut, has the advantages ot being ~ccessthle by some or all of the others In the Uffice, and of beina retrievable by the same mpans as are other online indexes.
Information collected by the Individual for Personal Use
The principal drawbacks to the keepinq of personal tiles ~f
references that serve to organize records and to aid in
locatina the~ for individual use are the same for offline an1 online systems. Either me3ns will only be as good as the
design tor the record-keeping, and most individuals don't have the eXpertise or the patience to s~t UP ~nd maintain workahle record·keepinq systems.
The added limitations currently Impose1 on storaae size and proaram speed mean tne user is sometimes reluctant to deppnd on online files for keys to hIs person~l Inform~tion. 'when these limitations arp not present, the online collpction Of oprsonal references will cl@8rly serve the purposes of t~e user WhO
works hahitually 1n the online mode.
3CR
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EXPEP IMEN TAL rH:Vr: LUPNE~NT OF A SRI-ABC 31 DEC 73 21453
SMAIIL CO~1PUTr.:H .AUGMF.l\JTED 1 N f()PMAT ION SYSTEM Annual ~eport to I1NR
JOtJRNAII SYSTEri
Critique of the Journal and Its Index~s
INTRODUCTION
The Journal system Is the basic tool that supports the dialoque seen to be necessary to a discipline- or mission-oriented Office or
Community. Since its inauguration by ARC in June 1971 it has been enormously successful In stimulating and recordinq dialoque between members of the Office group that constitutes ARC and b~tween members
4a 4al
of the Cnrrmunity qroup represented by the ARPA Network'. 4ala Ret: "J 0 urn a 1 u s p r G u ide (u s e r q 11 ide s , j 0 urn a 1 - 9 u ide, )
Capabilities provided in the ARC Journal Desiqn dre:
nnl1ne dlalonue between individuals, includlnQ those qeographically separate.
Recording of the dialogue by serial numbers to allow unique reference.
Online and oftline retrievability of text of past dialogue.
Online and offline sUbject and author retrlevabillty.
Creation of networks of documents con~ected by online links.
4alb
For the RINS .pro1ect, analyseS Were made ot the experimental USe of the Journal by the ARC Office and by the ARPANET Community. These
an~lyses dO not dO justice to the future use of the Journal, in that they do not indicate the eventual potential of the Journal syst~m In
~n Office or community ot experiehced users who take full advantage of the features. These studies were made to reflect the actual us~ge
during a period of experimentation, and as such indicate some results to be expected in technology transfer to new Offices. They record interim problems encountered and point to possible solutions which can be considered as the system Is evolved. An outline of the
sections of the critique is as follows: 4atc
4a2. How the Journal Serves an Office and a Community 4a3. Analysis Of the Present ARC Journal as Used by ARC
This data represents use by an Office of experienced Workers, who use many of the present Journal capabilities regularly.
4a4. Analysis of the Present Journal System as Uspd bY tne ARFANlT Community
This data represents use by d Community of users, many of whom have received some training in the t@chniques but who varY greatlY in their experience and expertise.
EXPERIME~TAL DEVELUpMENT OF A SPI.ARC 31 D~C 73 21453 SMALL COM~UTER-AUGMENTEn INfURMATION SYST~M Annual Report to ONR
JOURNAL SY&TF.,~l
Critique of the Journal and Its IndpXes
4a5. A Critical Look at the Journal Delivery Announcement
The format ot' tne announcement which tne Journal delivers to addrpssees 15 consldere~.
4a6. A Critical LOOK at Hardcopy output Provisions
Unline reading and reterence to the Journal 1s the preferred mode for the Office, but because ot present constraints on size of online storage, and because of the certainty that for a lonq time 1n the future it will be impossible to communicate online with the entire outside world, hardcOpy printout Is not only usetul hut necessary. The forms in which this 15 currently available were examined.
4a7. AnalYsis of the Output of Subject Indexing Programs Because the sUccess of retrieval bY SUbject depends on the input as ~uch it not more than on the indexinq process, this aspect was analyzed here.
4a8. MOdifications Deemed to be Desirable
from the analyses and critical examinations, a list of suqaested modifications 15 aiven.
4a9. Recommendation for Use 1n d Workshop 8ffice
ThiS Sllml'\1arv discusses the imPlE'mentation of the Journal as a tool 1n a new environment.
EXPER I MEN TAL DE V~:I.JO pMf:N T Of' A SRI-ARC 31 DEC 73 71453 SMALL COMPUTER-AUGMENTED INFORMATION SYSTEM Annual Report to ONH
JOURNAL SYSTF:~'1
Crltiqu~ of the Journal and Its IndeXes
HOW THE JOU.RNAL SE:RVl<S AN OfFICE AND A COMMtTNITt
with the growth of online networKco~munlcatlon, various mail syste~s
have been designed by which ~essaqes can be sent between workers ftt the same or separate Oftices. The most widely used mail system is SNDMSG, w~lch quickly transmits messaaes to individuals recoqnized as users ~t their particular installation. while such mail systems are useful tor transitory dlaloQue they lack universality and the
capability for reference and retrieval by specific item. The Journal system at ARC was designed to satisfy th~ range of needs perceived tor support of continuing dialogue. ~ithin ARC, as a prototype
Office, it Is used in the online system NLS. In a Community, such as the AkPANET, it is used 1n tne ARC online system, NLS, and In other systems through the Network. The N~twork Journal allows input by
SNDMSG or other local mail system, and augments these with the special features for dissemination, reference, and retrieval which the Journal provides. Thp Network Journal was not In general use
4a2
until after this study was ~dde, and its use is not reported here. 4a2a.
It the Journal provided no more than a running record of work and
dialogu~ concerning the work, it would be an extremely useful tool.
The capability of capturing and arChiving a substantial portion of the thouqhts and actions of a group of workers as they design a system is Of greAt value, 1n their interaction and for later
reference 4a2b
In addition to creating such a record, the Journal system allo~s the dissemination of questions, replies, ideas, and reports to selected recipients with economy of sender eftort. A worker can send his messages with ease, assured that they will reach the a~dressees,
whether an addressee is 1n the same room or across the country, whether the addressee is online or has only U.S. mail service,
whether or not his address is known to the sender, whether the s~nder
Is personally acquainted wi.th an addressee or is even unaware tnat the p~rson is a member of a Community with similar interests. Mail is addressed to groups of oeople ~y using an identification for the group. This Ident is entered In the ldentfile (see section 4b) whiCh 1s used by the Journal to accomplish all distribution. For example, the Journal w1l1 distribute to individual members of the Network
Graphics Group when the address "NGG" Is given. 4a2c After initial dissemination, the item can be referred to by a unique number, and even particular paragraphs can be referred to by a system Of marginal sUbnumbers, such as thOSe In thiS report, allowing easy
reference 1n subsequent dialogue. 4a2d
EXPER IME:NTAL DI::.:Vt.:LOPME;NT 0(' A SRI-ARC 31 DEC 73 21453
SMALII COMPIJTER-.'AUGf.iENTED J NFnRMAT ION SYSTEM Annual Report to ONR
JOURNAL SYSTEM
Critique of the Journal and Its Indexes
The online recipient Of Journal dOCUments and messages is qiven the capability of storinq the item or thp. announcement which links to the actual item. He can tile items in any arrangement he likes, and can put copies of an annou"cement 1n several places if he wishes. 4a2e The Journal system 1s rleslgned to ~llow instant online retrieval of
the text of the message when the number is known. The I1nkinq prOVision allows the Workpr to follow paths of dlaloQue, as succeeding input includes file names that are linked online to
earlier dialogue items. 4a2f
With content analysis programs, the item can b~ retrieved when the author or subject is correctly searched tor. Unline content
searching throuah large sections of the recorded dialogue Is not now practicable, but is expected to b~ a useful capability in the ftiture.
4a2g The Journal provides hardcopy that can be flIed in any way desired. 4a2h Index programs operate on the files to produce online or hardcopy
indexes for general online or offline retrieval.
The Journal system, then, in principle functions as a qood
information-handlinQ system. over the two years it has been 1n use by ARC, detailed desiqn features hav~ been qiven critical use and
i~provements have b~en made. The system has proved itself In user acceptance as a rttei\ns of .dcquiring, capturinq, disseminating, ~nd
retrieving research information in an Oftice, and is appropriate for 4a2i
use in other Offices. 4a2j
E X ~ E }< I M r~ N TAL D E V t:.: JJ 0 P M ~ N T 0 F' A
SMALL Cn~PUTER-AUGMENTED INFORMATION SYSTEM
JOURNAL SYSTE:~i
Critique of the Journal and Its Indexes
STUDY OF THE ARC JOURNAL AS USEO BY ARC
SkI-ARC 11 DEC 73 21453
Annual R~port to DNA
The ARC Journal contains all items sent through it by ARC and ARPANET users. An analysis of the Journal for the months September through November 1973 snowed approximately 1300 items sent. Of these ~bo\lt
50% were authorerl by non-APC users. This analysis considered only
4a3
the items authored by ARC memb~rs. 4a3a
ActiVity
---
Specific attention was paid in the analysis to the nature of the dialogue carried on by ARC users between themselves, to look at
th~ nature of the dialoque amonq workers in an Office. However, an initial count was made of the sUbmissions of all kinds by the 31 AHC members during the 3-month period ex~mlned, which showed the following:
No. ot Ite~s Sent None
·2- 7 11-16 20-2R 31-37 42-49
58 93
Addressees
---.
No. of ARC People Sending this No.
2 8 1 4 4 4 1 1
The Journal system allows addresslnQ to individuals and to groups of individuals. Much of the dialogue on the Network is addressed to groups, but inside ARC most is addressed to specific
individuals. Analysis of th~ addressees, reduced to p~rcentages
Shows:
Addressees per Message All of ARC
10+ Addressees
4 - 9 3 2 1
P~rcent Addressed to this No.
25% of Messaq~s
8%
12%
12%
8~
35%
4a3b
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EX PER I Mr:N TAIJ D~~VEII(JP~1E NT OF A· SRI-ARC 31 D~C 73 2145]
SMALL CUMPUTER-AUGMENTED INFORMATION SYST~M Annual Report to ONR
JOUHNAL SYST~:(1I1
CritiqUe of the Journal and Its Indexes
Length of Item
---
4a3dAs miqht be expected if the Journal 1s an informal mode of
communication, the majority of items are less than a paqe lonq1 ahout 45% Were onlY a paragraph or two. Another 30% Were one-paqe entries. Almost 25% were longer than two pages, these averaqlnQ , about five paqes each.
Subject "'tatter
---_ .. _- ... ---
TYPes ot SUbject which can be identified, ana the percent~ge of the dialogue which the~ represent are:
Design suagest1ons, and responses In APe Formal reports
Notices of visits and other events ARC and SRI internal business
Dialoque from ARC to ~etwork users Correspondence from ARC to outSiders Dialogue
---
30%
15%
15%
10%
20%
5%
4a3e
4a3f The Journal can be seen upon casual reading to be a true ~laloQue.
There are items journalized for their rer.ord value which are not internally linked to other items. However" most messages refer to previously discussed suojects, and many Items which are direct responses to earlier items use the capability of the online link to make access to references easier for tne reader, An analysis of the links actually inserted in the messaqes shows the use ~arie
by ARC of the linking capability. About 30% of the items sent by
ARC members to each oth~r contained online links to other documents. Ttlls percent maybe expected· to increase as users become more familiar with the feature and as more Inter~related
documents are entered into the Journal.
The link capability (Userguldes,tnls-arldress,entrv:w). allows the user to insert a reference in the parenthetical form shown in this sentence, and t~is insertion, or link, can be addressed and will retrieve the file or particular section of the file denoted.
LInks occasionally tail in their immediate-retrieval function.
One reason is that storage capacity Is too limited at this time to Keep all old files online, and the link may lead onlY to a message that the file Is archived, in Which case the user must wait a
